How to Write a GDPR Data Privacy Notice – Free Template

By neub9
4 Min Read

Under the General Data Protection Regulation (GDPR), organizations must draft and publish a privacy notice that outlines how individuals’ personal information is utilized. This blog explains the purpose of a privacy notice and details the essential components it should contain. Additionally, we provide a GDPR statement example to further clarify the requirements.

What is a privacy notice?
A privacy notice is a vital document required under UK data protection law. Unlike internal documents, a privacy notice is shared with customers and other relevant parties. Its primary purpose is to explain how an organization processes personal data. This contributes to transparency and builds trust between the organization and the individual, while also empowering individuals to have more control over the use of their data.

How to write a privacy notice
Article 30 of the GDPR specifies the details that a compliant privacy notice should include. This encompasses the organization’s contact details, types of personal data processed, lawful basis for processing, data processing procedures, data retention policy, and data subject rights. We recommend being specific about the collected information and articulating how it is obtained, as well as clearly defining the lawful basis for processing and outlining the protection of shared data. The privacy notice should also reflect the organization’s data retention practices and address the GDPR-guaranteed data subject rights.

Create your own privacy notice with our template
We offer a privacy notice template that includes detailed annotations to assist with GDPR compliance. This template has been curated by data protection experts to help expedite the creation of a GDPR-compliant privacy notice.

Privacy notice vs. privacy policy
It’s important not to confuse privacy notices with privacy policies. While they cover similar topics, privacy notices are intended for data subjects, while privacy policies are internal documents that outline an organization’s compliance obligations and practices.

When to provide a GDPR privacy notice
Data controllers must furnish a privacy notice whenever they obtain personal information from a data subject. The only exceptions are when the data subject already has the information, it is legally impossible or disproportionately difficult to provide such information, or if the personal data is confidential under professional secrecy. When obtaining personal information from a third party, a privacy notice should be provided within a month.

Writing your privacy notice
It is imperative that privacy notices are written in clear and straightforward language so that they are easily understandable by data subjects. Avoid using technical jargon and qualifiers, and ensure that the policy is easily accessible and provided free of charge.

Take the guesswork out of your privacy notice
If you require further guidance on GDPR compliance, our GDPR Toolkit contains comprehensive documentation that simplifies the process and accelerates compliance. Developed by legal experts and practitioners, this toolkit is used by over 3,000 organizations worldwide to achieve GDPR compliance effectively and efficiently.

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